Executive Assistant in Harlow

About the Trust

The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave - a national programme that is changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector. This means we are working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives. We are a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences. Join us and help shape the future of care in West Essex.

Role Summary

The post holder will provide a comprehensive, efficient and responsive Executive Assistant service to the Chief Clinical Transformation Officer/ Quality Improvement and Digital Transformation Officer, Chief People Officer and Deputy Chief People Officer ensuring that deadlines are met, all daily commitments and forward planning issues are well organised and prioritised according to current priorities. This role is part of the Corporate Secretariat Team at The Princess Alexandra Hospital NHS Trust supporting a busy and dynamic administrative team.

Key Responsibilities

• The post holder will provide high level assistance and support to the Executive Directors to enable them to carry out their work effectively and manage the business of the Trust and all aspects of their respective roles.
• Acting as a point of contact for the Chief Clinical Transformation Officer/ Quality Improvement and Digital Transformation Officer, Chief People Officer and Deputy Chief People Officer, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate staff having regard to confidentiality or sensitivity of the information.
• Undertake a broad variety of administrative tasks for Directors including managing an extremely active calendar of appointments, composing, and preparing correspondence; arranging complex and detailed travel plans and itineraries and filtering post.
• To provide comprehensive office services to the Director/s, managing a high level of emails, prioritising action, and taking the initiative to action where appropriate, chasing progress to ensure delivery to deadlines, producing correspondence, presentations and reports as required for internal and external use, often to tight deadlines.
• This will include producing reports using charts produced through Excel and presentations using PowerPoint as required.
• To ensure all callers and contacts with the Executives are dealt with effectively.
• Attending and supporting meetings; providing papers, collating actions and taking minutes.
• Plans, coordinates and ensures the Director/s schedules are followed and respected providing a "Gatekeeper" role to ensure effective and efficient management of the Directors' time.
• Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Work closely and effectively with the Executives to keep him/her well informed of upcoming commitments, following up appropriately where availability or diary commitments change.
• Prioritises, and follows up on incoming issues and concerns addressed to the Directors including those of a confidential nature.
• Be responsible for the administration of meetings as required by the Directors, ensuring the preparation of agendas, high-quality presentation material, taking and transcribing of minutes, compiling action lists and monitoring of the actions, collation and distribution of associated documentation, room bookings and organising catering if required.
• To manage the diary commitments and forward planning of priorities for the Directors, to ensure that time is appropriately allocated and all deadlines for work are met.
• To prioritise and make decisions on their behalf regarding conflicting demands for appointments, based on developing a sound knowledge of the priorities and deadlines involved in their work.
• Organising 1-1's, Six Monthly Reviews and Annual Appraisals, for direct reports to the Directors and highlight availability of key staff for all key meetings and/or projects.
• Ensuring all paperwork is to hand and fully up to date.
• Demonstrate excellent verbal and written communication skills.
• Communicate directly on behalf of the Directors, with other Board members, NHS and non-NHS agencies.
• To work in a supportive manner with other members of the Secretariat, to ensure the smooth running of the administration of the organisation.
• To trouble shoot any emerging issues and elevate where necessary.
• Maintain knowledge of Trust policies and procedures and NHS Developments and Initiatives both locally and nationally.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual performance review process.